X Museum Disaster Plan

Harwell Template

Emergency Plan

Copy number [ ] of [ ]

Authorised by:

Issued: xx/xx/xx

To be reviewed by: xx/xx/xx

Person responsible for review:

To be kept at:

If found please return to The Manager, Archive Store Building, High Street, Middletown, XX00 XXX.

Please note that this is an example – it will need to be moulded to your institution’s specific requirements, either through addition or being reduced.

For further information on how to use this template plan, please contact HDRS at info@hdrs.co.uk

Notes on using the template plan

Please be aware that this template is not a bespoke document for your institution. It is a generic document which has been produced based on the author’s practical disaster recovery experience, online resources and discussions with conservators and other experts.

HDRS is not responsible for the adaptation of the document in any library / archive or other collection scenario. The template plan must be adapted to your own situation, checked and tested by you and your emergency team on a regular basis to ensure it contains the content most likely to be of use in an emergency situation. Even then, it is impossible to prepare completely for an emergency situation and there may be problems that have to be solved on the day of a fire / flood.

The template is not exhaustive but does aim to be thorough in content. For that reason it may be too long for some organisations, especially those within a larger organisation and for whom there would be no responsibility for building recovery, issuing press releases etc. The template should be pared down if necessary. Do remember however that access to normal working resources may be limited in a real emergency and so a thorough ‘manual’ on dealing with disasters may be a major advantage.

Please be aware

· Salvage notes contain objects commonly found in libraries, archives, records management AND museums. Delete any types of format / object you do not store. Similarly change references to ‘Middletown’ etc to those of your own institution.

· Emergency management team – this is just a suggestion. Semantics of titles can be changed, roles can be combined, extra roles added (e.g. someone specifically in charge of welfare, IT recovery). If you remove roles, then ensure that any relevant activities underneath the deleted title are transferred to someone else’s role.

For those within a larger institution many of the BRM’s tasks will be conducted by your facilities section. Nevertheless, it is vital that someone within your own staff monitors and liaises with these people to ensure all aspects of health and safety and building recovery are being catered for at appropriate times.

If you are within a very small institution then one method to counter your smaller staff would be to have an Emergency Response Co-ordinator working with a group of volunteers / staff to assist who will be assigned roles on the day (Building Recovery / Salvage of Collections). In this case, rename sections 6-8 as ‘Guidelines for Building Recovery’ rather than ‘Guidelines for Building Recovery Manager’ etc. PLEASE NOTE WE HAVE A SHORTER ABRIDGED VERSION OF THIS PLAN, WHICH ASSUMES BUILDING MANAGEMENT ISSUES WILL BE MANAGED BY A THIRD PARTY. PLEASE EMAIL info@hdrs.co.uk IF YOU WOULD LIKE TO BE EMAILED THIS VERSION.

· Directional notes are given in red font throughout. These give you guidance notes in the document as to how you can adapt the template. Please also search for ‘x’ where the template prompts you to insert your own specific information (e.g. Appendix G when stating who is responsible for health and safety).

· This template document focuses primarily on physical building threats – i.e. fire and flood damage. You may wish to broaden the scope of your plan to include non-physical threats such as dealing with pandemic, medical emergencies, discovering an incident of theft etc.

· You may wish to produce abridged versions of the plan for staff not involved in the Emergency Management Team (e.g. handling guidelines and disaster kit locations, plus immediate actions on discovering a fire or flood etc). You may also wish to post parts of section 3 (together with a floor plan directing to disaster boxes etc) discreetly in each storage room so that the procedures to follow upon discovering an emergency are close to hand.

· Separately, you should undertake an assessment of the threats to your building and its collections, through fire, flood, escape of water etc and identify any steps you can take i. to reduce the risk further and ii. to minimise the impact on your collections if an unavoidable problem occurs (e.g. boxing wherever possible, avoidance of storage in areas known to leak). Supporting documentation can be provided for this if you contact us at the address below. If you wish you can append this threat assessment to your plan, but as this unnecessarily bulks out an already large document, this has been excluded from the template plan.

· Suppliers – an independent will need to have lists of potential suppliers for these items where they do not have the fall-back of a council or company. If your buildings are insured, your insurer/loss adjuster will help to supply these items in an emergency. Even if you are within a council setting, have back ups in place in case of a major civic emergency which overwhelms your facilities section.

· Disaster kits – remember, you don’t need to have everything on this list in your store – it depends on your level of risk and the types of collection. If you choose to have no kit, write a list of potential sources of the equipment (e.g. mops and buckets to be obtained from cleaner’s cupboard, tools to be obtained from the Building Manager’s own personal box. Basic equipment must include polythene sheeting, gloves, blotting paper or newsprint, all of which can be obtained cheaply. Remember, your ability to start salvage will be hindered if you cannot obtain adequate safety equipment. NB neither is this list exhaustive. Museums may require specific sets of equipment for moving large objects.

Try to keep it in an outhouse in a portable bin (like a laundry bin with wheels) so that it’s not caught up in the same incident, or at ground floor level near the point of entry. It must be kept secure to avoid pilfering! Don’t keep emergency equipment in your basement

.

This template MUST be moulded to your own institution’s specific situation and its management structure, its foibles, the support it receives from its wider institution etc. Every library / archive / museum / records management facility is different.

If you have any questions about the template or would like to comment upon it, please address these queries to info@hdrs.co.uk.

Middletown Borough Store Emergency Plan

Contents

Page number

1.

Introduction

2.

Emergency Management Team

3.

Alarm raising procedures

During Opening Hours

Outside of Opening Hours

4.

Incident assessment and control

5.

Salvage and Incident Management Guidelines for Emergency Response Co-ordinator

6

Salvage and Incident Management Guidelines for Building Recovery Manager

7

Salvage and Incident Management Guidelines for Salvage Manager

8.

Salvage and Incident Management Guidelines for PR / Service Continuity Manager

Appendices

A

Personnel Contact lists

B

Priority Lists

C

Floor Plans

D

Emergency Equipment

E

External Suppliers and Utilities

F

Salvage and treatment guidelines per object

G

Health and Safety, Risk Assessment Form

H

PR

I

Damage Record Form

J

Incident log form

K

Accommodation for salvage operation

L

Instructions for turning off mains utility supplies

M

Insurance cover details

N

Contacts directory

O

Business Continuity Targets

1. INTRODUCTION

Definition of a emergency

An emergency is any incident which threatens human safety and /or damages or threatens to damage or destroy the Store’s buildings, contents, facilities or services. The most serious threats arise from fire or flood which can emanate from various sources. Other threats arise from terrorism, vandalism, theft, gas leaks or infestation.

Aim of the emergency plan

It is intended that the plan will provide procedures and basic guidelines to be followed in the event of an emergency, enabling staff to act swiftly to minimise damage to the buildings and holdings. The Store is committed to ensuring the safety and security of its staff and the public at all times. This plan is coupled with a risk management program to reduce the likelihood of an emergency incident.

At no stage is any member of staff or volunteer expected to put themselves in danger in a salvage situation. The Store will ensure that health and safety is properly assessed and adequate personal protective equipment is provided.

Circulation of the plan

Copies of the plan are held in the following locations within the building

· A

· B

Personal copies are held by all the team members at home which they will be expected to bring in if called in outside office hours. These copies should be kept in a secure location given the inclusion of sensitive information in this plan (building plans, contact details, priority lists etc).

Copies are also lodged at the security office and reception. A copy has been lodged at the local fire station. Secure copies of the building plans and priority lists are kept in the store safe.

Everyone who uses the building should be informed of procedures to follow in the event of discovering an incident, including cleaning staff, security and contractors.

Updating and version control

This plan is version 1, issued in November 2010. A review will be conducted in November 2011, or after any activation of the plan in the interim period. Before issue of future versions (versions 2, 3 etc), previous copies will be recalled in order to ensure that only one version of the plan is in circulation at any one time. The review will be conducted by the Collections Manager before xx/xx/xx.

Training

Emergency Management Team members will receive training in the contents and purpose of the plan within the first two months after issue, and annually thereafter. Store staff and volunteers will receive basic training in what to do in the event of an emergency thereafter. This basic training will be extended to new personnel as necessary. The responsibility for organising training will be the Collections Manager.

Improvements to plan

Any suggestions for the improvement of the plan will be welcomed and should be directed to the Store Manager.

2. EMERGENCY MANAGEMENT TEAM

In the event of a large incident, the following personnel have been allocated the following roles in order to manage the incident. It is important that tasks are delegated and split up to prevent one person trying to manage the entire operation.

Obviously in the event of a small incident, it will not be necessary to activate the entire plan and the entire Emergency Management Team. The response mechanism detailed in section 3 will ensure the correct members of the EMT are contacted. They will assess whether to involve the other members of EMT.

If the principal person in this role is unavailable, the deputy should fill in.

Emergency Response Co-ordinator – insert name

Deputy – insert name

· Incident co-ordination and overall site manager. Co-ordinates response; liaises with outside services; deals with suppliers and governing body (council/university/company senior management/Trustees); communication and team liaison. See section 5 for more detail

Building Recovery Manager – insert name and phone number

Deputy – insert name and phone number

· Removal of excess water; health and safety; provision of logistical support; staff welfare. Liaison with facilities department. See section 6 for more detail

Salvage Manager – insert name and phone number

Deputy – insert name and phone number

· Management of restoration of damaged material. Prioritising, moving to temporary storage, documenting, sorting and treating salvaged objects. See section 7 for more detail

Service continuity / PR – insert name and phone number

Deputy – insert name and phone number

· Deals with media, provides information for users, determines re-opening strategy etc. See section 8 for more detail

Other personnel will be required to assist, particularly with salvage and moving damaged items. A list is held in Appendix A.

[REMEMBER – roles may be combined/renamed, but it is important to ensure that all tasks relevant to you are allocated to somebody, and that in a medium – large incident one person is not trying to control the entire salvage operation.

If yours is a small store, try having an Emergency Response Co-ordinator and a Salvage Manager, with the ERC taking on the roles of Building Recovery Manager and PR. If you don’t have eight people for primary and deputy roles, a team of 5 with one floating deputy may be sufficient].

Emergency Management Team Structure

The first responder will ordinarily be the Building Recovery Manager. He/she will decide on which other members of the EMT to involve after making an initial assessment. NB that the first point of contact in the event of an emergency will vary from institution to institution. The Building Recovery Manager would typically, given the scope of their role, be most use at isolating electricity etc, which is why they are detailed as the first responder. However this may differ in other institutions and this can be amended as necessary.

SHAPE \* MERGEFORMAT

3. ALARM RAISING PROCEDURES FOR STAFF TO FOLLOW ON DISCOVERING AN INCIDENT

DURING OPEN HOURS

Fire

· The fire alarm should go off automatically. If not RAISE ALARM immediately - break the glass of the nearest fire point

· Commence evacuation of building. Lifts should not be used.

· Only tackle a small fire if you have had training, feel confident enough and are sure of which type of extinguisher to use. If efforts are not immediately successful, leave building at once.

· Normal fire evacuation procedures should be followed. Insert your own evacuation system here.

· A telephone call to 999 should be made from the assembly point outside the building to ensure that emergency services are on their way (do not delay your exit to collect a mobile telephone).

· A register of all staff should be taken at the muster point using the staff register and visitors book by the Fire Marshall.

· Only re-enter the building when emergency services and x have confirmed it is safe to do so. Find out who makes this call within your governing body.

· The Fire Marshalls and Duty Manager should liaise with the Fire Brigade until the arrival of the Emergency Response Co-ordinator.

Escalation

· The Duty Manager should contact all members of the Emergency Management team (contact details available in staff copies of the summary plan, or in x building / local library starting with the Emergency Response Co-ordinator. [deposit these phone numbers if possible in a building near the evacuation point and ensure that fire marshals have these numbers, perhaps on a credit card sized laminated sheet for their purse/wallet}.

· The EMT should assess the levels of damage and determine the appropriate salvage strategy.

Flood / leak / water incursion

· Alert the Building Recovery Manager and Salvage Manager.

· If the leak is localised and the BRM is more than 5 minutes away, then take action to contain its spread before the arrival of the BRM following the instructions below. .

· Establish a fixed control point.

· Fetch disaster kit and a copy of the emergency instructions (these are kept by the fire notices in each room) [it is a good idea to keep local sets of instructions for reaction to floods so that reaction can be as quick as possible].

· Isolate power in that area and undertake a risk assessment before entering if necessary.

· Attempt to ascertain the source of the water and deal with if possible (e.g. turn off stop cock, turn off tap etc. d – see appendix L). Obtain assistance from Facilities if necessary. Emergency number 01234 567890. Or if you don’t have a facilities department, contact an emergency plumber / drain clearance company as appropriate.

· Try to direct the flow of water away from collections with polythene sheeting, or contain the spread of water with absorbent booms, wet vacs or mops.

· Protect collections in danger of becoming wet but not yet wet – move or shield with polythene sheets.

· Check adjacent areas for water ingress and protect collections therein as necessary.

· Do not commence removal of wet objects or air-drying without authorisation of the Salvage Manager who will advise on the correct course of action upon arrival.

Escalation

· The ERC and SCM should be notified of the incident as soon as it is under control. If more than x (each institution will need to determine this level) boxes / linear metres then the EMT should meet at the Control Point at the earliest opportunity and the full plan should be invoked.

· Instructions on salvage are held in appendix F.

River Water Flood Warning

· Alert the entire EMT, starting with the BRM.

· Evacuate building of visitors.

· Contact Floodline 0845 988 1188 or www.environment-agency.gov.uk/floodline for authoritative advice as to likely peak times of flooding.

Immediate actions to be taken by BRM or EMT member, or staff working under their direction by phone.

· Turn off gas, electricity, and water supplies at mains (do not reconnect after flooding until checked by accredited person)

· Unplug all electrical items and move to higher area

· Move priorities offsite/higher

· Empty cases if possible and move drawers

· Raise items on bricks or blocks

· Leave internal doors open

· Weigh items that cannot be moved down/tie together

· Move kit/emergency plan/catalogues offsite

· Arrange for nightwatchman for security.

· Limit entry of water with sandbags/plywood or metal sheeting on outside doors, window frames and airbricks until waters recede. Use silicone sealant to increase resistance

· Put plugs in sinks, lid down on toilet and weigh down with heavy object.

· Weigh down manhole covers

· Move any dangerous chemicals or objects which may contaminate flood waters further.

· Move away from site to safe area and do not re-enter until directed by EMT.

Escalation

· If flooding occurs, go straight to page 17, having notified all members of the EMT.

Utility Failure

· Alert the BRM and ERC.

· The ERC should decide whether or not to evacuate/ close safety reasons in light of the failure in discussion with the appropriate institutional authorities.

· The relevant utility company should be called (see list in appendix D). A call should be made immediately to the National Gas Emergency helpline on 0800 111 999 if an escape of gas is suspected.

· NB If the store is environmentally controlled and the failure is to be for a long time, the SM should be notified to make a decision as to whether temporary environmental control systems should be applied (e.g. dehumidifiers).

OUTSIDE OPENING HOURS

If you discover a problem with the building

· Do not attempt to enter the building alone, even if you believe the building or holdings to be under threat. Remember that safety is of paramount importance.

· Contact the Emergency Services if necessary. Liaise with the Emergency Services upon arrival until a member of the EMT arrives.

· Contact the Building Recovery Manager. If you cannot contact him, try the Salvage Manager, Emergency Response Co-ordinator and Service Continuity Manager, then deputies (in that order) until you receive response. Refer to contact details in section 2 and appendix A.

· Information about priority objects and building plans is located in emergency kits and at x building near muster point – an offsite location. Provide this information to the Emergency Services pending the arrival of the EMT.

· The EMT will take over from you upon arrival.

If you are informed of a problem with the building.

· Outside of opening hours, a problem with the building is likely to be reported by security, the alarm company of fire brigade. They hold contact numbers for the EMT and are instructed to contact them in the event of a problem with the building, starting with the BRM (or if unavailable, ERC, SM, SCM).

· EMT should obtain as much information as possible.

· What has happened / Where is the damage / Who is on site / Who has been contacted?

· Is the normal meeting point okay (see appendix K)?

· Advise caller on what to do until you arrive (where to find priority lists, liaise with emergency services until your arrival)

· Based on information given and time of day/night, the BRM (or if unavailable whoever has been contacted) should decide which other members of the EMT Team to notify.

· The BRM and other notified members of the team, should proceed as quickly as possible to the meeting point and make an assessment of the incident as quickly as possible.

· Advise those called in of the assembly point and to bring

· Their plan

· Money & ID

· Keys and telephone

· Warm clothes and stout shoes

· Wellington boots and waterproofs

· Useful equipment like torches

· Glasses rather than contact lenses

· Flask and something to eat

· Don’t talk to press on arrival

· Equipment they may keep at home

4. INCIDENT ASSESSMENT AND CONTROL

SHAPE \* MERGEFORMAT

On arriving at the emergency scene, the first arriving EMT member should

· Get report from first responder

· Establish a control point

· Make themselves known to the Emergency Services if present.

· Locate emergency kit and plan if no member of the EMT has their plan with them.

· Determine when access will be possible - seek to conduct a site tour as soon as possible (use appendix J)

· Discuss priority material

· Ascertain which areas of the store are affected.

If access is not yet possible

· If the Emergency Services are involved, ask when access will be possible.

· If the Emergency Services are not involved, identify the necessary steps required to make the building safe to enter

· See appendix D for suppliers such as structural engineers, drain clearance companies, emergency disaster recovery companies.

· Utilities should be isolated. Water pumped out & emergency lighting arranged.

· Insurers can source support for determining structural integrity.

· Based on the briefings and estimated time of entry, prepare response as necessary

· Alert suppliers, staff/ volunteers, key depositors, stakeholders, governing body

· Prepare equipment and order in more as required

· Activate business continuity arrangements (see section 8 for more information).

· Pro-actively liaise with the press.

· Stand down staff not immediately required.

If access is possible

· EMT members present should conduct a site tour, taking photographs if possible, checking all areas affected, linear length of material damaged, extent of water penetration into boxes and range of object types affected.

· Upon completion of assessment, the EMT should meet and a salvage strategy should be determined and an action plan formed.

· Each Manager should use their checklists and determine what actions are required (see sections 5-8).

· Resources required for these activities should be identified and contacted

· Contact institutional services (if council) for assistance – see appendix N. Give details as to who you might call – Emergency Planning Officer, Building Services etc.

· Emergency Response Co-ordinator should establish the communications plan for regular meetings with the other team members (see section 5 for further details).

· Before salvage commences, a written risk assessment must be conducted and any further actions to make the area safe and effective to work in undertaken.

5. GUIDELINES FOR EMERGENCY RESPONSE CO-ORDINATOR

Responsibilities

· Liaison with the emergency services

· Liaison with governing body

· Liaison with insurers

· Liaison with depositors and stakeholders

· Overall responsibility for health and safety

· Communication between EMT staff and assistance

· Liaison with other institutions for assistance (space, people, equipment, expertise)

· Financial controls for the salvage and recovery operation

· Contacting and mustering staff for the emergency operation

Immediate actions to be completed

· Notification of all relevant personnel who will be required for the recovery effort

· Ensure funds are available to procure equipment and secure suppliers to make the building accessible and facilitate the recovery of collections

· Set up a financial system / code for expenditure associated with the recovery operation doing this in advance if possible is great

· Increase balance on organisational credit cards

· Notification to the insurers

· Notification to governing body and other key personnel (see appendix N)

· Notification to sensitive depositors

· Ensure that a risk assessment has been carried out before the salvage operation commences.

· Maintain an incident log and arrange for the salvage operation to be photographed (APPENDIX J)

As the salvage operation progresses

· Support the BRM, SM, SCM in arranging resources identified as required for the recovery effort

· Arrange for regular meetings of the EMT.

· Closely monitor the timescales for recovery and identify solutions to speed the salvage process up where necessary.

After the salvage operation is completed

· Appoint someone to liaise with the insurance company over the insurance claim

· Ensure that appropriate remedial work is undertaken to avoid repetition of the incident source.

· Conduct a review of the performance of the plan.

· Thank those members of staff who were involved in the recovery operation.

6. GUIDELINES FOR BUILDING RECOVERY MANAGER

Responsibilities

· Render the building accessible and safe to salvage and work in

· Containment of the building after the incident (or sourcing the suppliers to facilitate this

· Environmental control of the affected area after the fire / flood

· Site security and control

· Distribution of PPE and conducting risk assessments and staff welfare

· Sourcing space suitable for the recovery effort and logistical support

Immediate actions to be completed

· Determining any structural risk to the building with the appropriate professionals ( Appendix E)

· Conduct a building check to ensure that all areas of damage are identified and reported.

· Arrange for standing water to be removed from building (see appendix E for suppliers). Use pumps and wet vacs. If utilities turned off, you may need to hire a generator.

· Make arrangements for any breaches to the building to be covered over and temporarily contained (e.g. gaps in roof, boarding up windows).

· Risk assessment of salvage operation and rendering building safe and accessible for salvage.. Use appendix G for form. Source and distribute PPE. Isolate utilities if necessary.

· Implement a site register system / badging for contractors / volunteers and consider security.

· As soon as the building is risk assessed and entry is possible, ensure that any undamaged collections are protected from further damage (e.g. seepage of water). Actions may include polythene sheeting of shelving or moving items (in consultation with the Salvage Manager.

· Sourcing space for the accommodation of materials as removed from the affected area and clearing a route to this area

· Establishing a rest and first aid area, if usual rest areas are inaccessible)

· Remove electrical equipment from the affected area for testing / repair / replacement

As the salvage operation progresses

· Install dehumidifiers / air movers in the affected area to ensure environmental conditions are stabilised and returned to pre-incident levels.

· Reassess risk assessment periodically and monitor the usage of PPE by staff working in the salvage area and take action if necessary. Be aware of the risks of mould growth developing.

· Contact contractors to repair building functions such as environmental control, lifts, racking.

· To ensure catering is provided for the staff rest area

· Provide logistical support to the salvage operation, including assistance with moving items from the salvage site to the assessment area.

· Manage parking and access to site for contractors

After the salvage operation is completed

· Arrange for the sanitisation of the affected area if necessary

· Continue to monitor levels of humidity and temperature in the affected area. If environmental conditions fail to return to normal, appoint a specialist contractor

· Make arrangements for the replacement and redecoration of the fixtures and fittings of the affected area.

· Make assessments of any further repair work that is necessary to the ingress point to prevent a recurrence of the problem

· Re-evaluate the risk assessment of the building to establish risks of occurrence of this problem in other areas

· Liaise with the utility companies regarding the restoration of services

7. GUIDELINES FOR SALVAGE MANAGER

For detailed salvage guidance, see appendix F.

Responsibilities

· Protection and avoidance of damage to unaffected collections

· Minimisation of further deterioration to the damaged material after the point of discovery

· Salvage, removal and treatment for the damaged material

· Prioritisation of the damaged items for recovery

· Communication of handling techniques to staff.

Immediate actions to be completed

· From initial projections of the damage count, decide on whether specialist contractors / external assistance will be required to assist and contact as appropriate (e.g. local emergency support networks, your emergency salvage contractor, conservators)

· Source labour for moving material and in conjunction with the BRM, sufficient space

· Source all materials required for the salvage operation. This may include crates, trestle tables, blotter, tags, polythene bags

· Establish a policy on the materials to be salvaged. This will include identifying priorities and a salvage schedule. Bear in mind the priority lists in Appendix B and swiftly deteriorating formats (e.g. coated paper, parchment). Discuss with curators / archivists /subject librarians.

· If appropriate, establish a system for weeding either at the point of salvage or at the treatment area in discussion with curators / archivists /subject librarians. Any materials not to be salvaged should be packed separately and discussions should be made with insurers as to how these items are to be listed for the purposes of claiming.

· Establish a documentation system for tracking items (see page x, Appendix F, salvage section)

· Create teams for the salvage operation and ensure that conservation and collections handling skills are mixed. Ensure that staff are briefed on Health and Safety, PPE, documentation and handling techniques before salvage begins.

· Photograph scene before any items are moved and try to take photographs throughout.

As the salvage operation progresses

· Monitor timescales per shelf very carefully – if the timescale for removal of all materials is likely to exceed 2-3 days, look for ways in which the timescales can be improved and be prepared to change tactic (reduction in material to be air-dried due to space/time constraints)

· Think ahead as to the requirements for equipment such as crates and ensure that they are delivered to schedule.

· Work with the BRM to monitor the environmental conditions in the store affected with a view to the protection of unaffected material still in situ.

· Remove the polythene sheeting from shelving when the immediate threat of damage over.

· Keep staff motivated throughout salvage process.

After the salvage operation is completed

· Obtain quotations for restoration companies/conservators for any drying / cleaning work that can be outsourced and discuss with insurers.

· Replace all used equipment from the disaster kit.

· Ensure that appropriate remedial work is undertaken to avoid repetition of the incident and appropriate remedial works undertaken.

· Do not reshelve anything which was water-damaged into the store until you are satisfied that it is thoroughly dry. It may be advisable to quarantine for a period of 6 weeks and monitor for signs of mould growth.

· Conduct a review of the performance of the plan.

· Thank those members of staff who were involved in the recovery operation.

8. GUIDELINES FOR SERVICE CONTINUITY / PR MANAGER

Responsibilities

· Restoration of administration systems (phones, post etc)

· Restoration of IT facilities

· Communication with users and interested parties about the incident

· Business continuity and resumption of service

· Dealing with the media

Immediate actions to be completed

· With the ERC, make an initial assessment as to whether any service can be operated in the next 24 hours based on whether any part of the institution is unaffected and has power, and whether any collections are unaffected and whether any online materials can be accessed.

· If the decision to close is preferred, seek approval from/ advise the necessary line management

· Ensure that telephone lines are diverted either to a mobile telephone number or switchboard and that those receiving these calls are aware of the current status of whether the service is open or closed.

· Update the institution’s website as to the current status of opening and send a circular note to all registered users via email.

· Issue a statement to the press either directly or via your marketing / PR office. Ensure that the press-release is approved by the SCM or ERC before it is issued.

· In conjunction with the ERC, ensure all depositors and stakeholders are notified about the status of the institution.

· Assess whether IT infrastructure is operational as far as possible including internet access.

· Refer to the Business Continuity targets in Appendix O for the targets for the next phase of recovery.

· Notify any institutions with which you have reciprocal arrangements of your situation and that you may need to activate these arrangements for a period of time – ascertain how many extra students each partner institution can accept.

As the salvage operation progresses

· Keep the press updated on progress and remember to include updates by email and via the internet to users.

· Ensure that any staff not involved in the recovery effort are advised at home of any alternative locations to report to when they are next due at work.

· Arrange for transport for users to temporary sites.

· Ensure that servers and off-site copies of essential documents are unaffected.

· Contact a data recovery company if electronic records are damaged (appendix e)

After the salvage operation is completed

· Based on the anticipated timescales for complete recovery, make the necessary arrangements to minimise disruption to users.

Appendix A - Internal Contact Lists

Emergency Management Team - can be contacted at any time in the event of an emergency in the Store. If unsure, contact the BRM first, but section 3 advises who should be contacted in specific incidents.

Name

Internal

Home

Mobile

Travel time

Travel method

Catherine Jenkins –Emergency Response Co-ordinator

30 minutes

Car

Peter Bayliss –Building Recovery Manager*

5 minutes

Walk

Norman Peterson –Salvage Manager

1 hour

Train in day, Taxi at night.

Shirley Courtney – PR Manager

20 minutes

Car

Additional personnel / Emergency Reaction Team Members these people have volunteered to assist in the event of any emergency within the Store. They should only be contacted if a member of the EMT authorises this.

Name

Internal

Home

Mobile

Travel time

Travel method

ALL FIRST AIDERS ARE INDICATED BY AN ASTERISK*

Please see appendix N for other key contacts within our organisation such as Facilities, Finance etc.

Appendix B - Priority Lists

Remember to consider value, ease of replacement, rate of deterioration when wet, how easy the item is to move. The tables are illustrative.

Snatch cards are also helpful for items of high priority for easy identification (particularly for paintings and other types of object on display. Also record any notes on handling (e.g. two person lift) and other useful information about this item.

Priority Level One

These items must be salvaged as a matter of highest priority. Their location should be indicated by a fluorescent sticker on the box or on the shelf in front of them, or if on display, on the bottom of the case next to the information card. Priority items are shown on the floor plans in appendix 3. Photographic records are available in the Store safe and are lodged with the fire brigade and at the home of the Salvage Manager.

Floor

Item

Location

Basement

Hughes collection

Shelf mark 23/256. Second case from door on the left.

Card catalogue

In middle of room

Ground Floor

Medals in cases

Case 2, 4

First Floor

Gibson bequest

Shelf marks 34/2335 - 2323.

Priority Level Two

These items must be salvaged after Priority Level One. Their location should be indicated by a red sticker on the box or on the shelf in front of them, or if on display, on the bottom of the case next to the information card. Priority items are shown on the floor plans in appendix 3.

Floor

Item

Location

Basement

Harris collection

Filing cabinet, second drawer from top

Ground Floor

Taxidermy

Case 5,6,7

First Floor

Archival papers in boxes

Boxes 1-34, 56-78.

Other materials

After the salvage of priority level one and two, all other items must be salvaged on the basis of how badly damaged they are and how quickly they are likely to develop mould. The salvage strategy will be made by the Emergency Response Co-ordinator and Salvage Manager based on the type and scale of incident.

APPENDIX C – FLOOR PLANS

Insert here floor plans of the Store showing all pertinent information that will assist those involved in salvage. These do not need to be to the level of an architect’s drawing but can be produced in MS Powerpoint as a guide.

Include information like:

· Power points, mains electricity cut off, stop cock, gas cut off

· Emergency exits

· Priority items

· Sketch of location of racking/cabinets

· Emergency equipment location

· Toilets and sink

Also include a location map with directions from the NSEW that can be faxed through or read out if necessary.

APPENDIX D - EMERGENCY RESPONSE EQUIPMENT KIT

See notes on page 3

Emergency Kits

The locations of these stores (which are clearly marked `Emergency Response Equipment') are:

A

B

C

Each kit contains:

Immediate incident containment kit (helpful to have this in a back pack or a small cache of equipment in or near each store)

Polythene (precut if possible to your typical shelf size)

Absorbent cushions / socks / booms

Duct tape

Scissors

Stanley knife

Spare blades

Gloves

Disposable camera

Instructions for turning off the utilities

Priority lists

Floor plans

Screwdrivers etc (if artwork etc attached to walls)

Leak diverter and bucket

Clean- up materials / Building re-entry

Tool kit (pliers, screwdriver, crowbar etc)

Mop and bucket

Dust pan and brush

Extension lead with circuit breaker

Floor wet signs

Black and clear refuse sacks

Buckets

Lighting (torches, spotlight, headlamps)

First aid kit

Barricade tape

Broom

Padlock

Buckets

Air-drying and handling equipment

Blotter

Newsprint

Silicone release paper

Crepe bandages

Cotton tape (to function also as string for washing line)

Polythene bags (various sizes

Polythene sheets

Bulldog clips

Melinex

Spray bottles

Scissors

Bubble wrap

Roll polyurethane

Documentation kit (pens, clipboards, paper pads, labels (tyvek / strung)

Fans

Personal protective equipment

P3 masks

Tyvek suits

Aprons

Nitrile gloves

Goggles

High Vis jackets

Hard hats

Wellington boots/ safety shoes

Additional equipment which is likely to be available through the council / local hire shop will be

· Generators

· Sandbags

· Emergency lighting

· Dehumidifiers

· Fans/Air-movers

· Crates

· Submersible Pumps

· Wet vacs

· Trolleys, sack barrows

· Folding tables

APPENDIX E – EXTERNAL SUPPLIERS

Don’t forget to include local, regional and national suppliers to ensure supply. Put in a table, possibly indicating if they can do next day deliver etc. Consider setting up accounts in advance. Delete contractors who would not be relevant to your organisation.

X Y and Z can authorize emergency expenditure or the department credit card can be used. In an emergency, be pragmatic about acquiring supplies or contacting suppliers who will involve a fee but may limit further damage.

Dial 9 first if calling from an internal phone.

Alarm Company

Asbestos contractor

Boxes

Builders

Caterers

Cold storage

Conservation Equipment

Conservators (by object type. See www.conservationregister.com)

Crates

Dehumidifiers, Dryers, space heaters and air movers

Electronic data recovery company

Emergency Recovery Company

Drain clearing

Floodlights and generators

Glazing - emergency and boarding up

Health and safety: Personal protective equipment / Signage

Hire firms

Lift engineer

Manpower

Medical Advice

Emergency Services

999

NHS Direct (24 hr Medical Advice)

0845 4647

Moving equipment (cherry pickers etc)

Packers and removals

Parking office of council (for contractor access)

Plumber

Polythene bags and sheeting

Preservation Architect (if you have a listed building)

Pumps

Roofing contactors

Security

Storage

Structural Engineer

Tents and Tables

Transport

Utility companies Electricity / Gas / Water / Telephones

Local Council Emergency Planning Unit

Council building inspector

APPENDIX F – SALVAGE GUIDELINES

There are four key activities for the salvage of damaged objects.

SALVAGE

SORTING / TRIAGE

TREATMENT

STABILISING / PACKING FOR FREEZING

Minor incidents

In the event of a minor incident, it is possible for a small team to salvage, sort, dry and pack those items to be stabilised without needing to create separate teams. However the same instructions should be followed.

Materials should be salvaged and moved in crates, then transferred to a separate assessment area. The top of the table should be the sorting area; items for freezing/stabilisation can be packed in a crate to the side of this table. A wind tunnel can be created underneath the table and spare floor space around used as extra drying space (it is sensible to lay out the material on blotter on the top of the table, then lift the blotter to the floor rather than lay out on the floor and be working on knees). Washing lines can be created around the legs of chairs or tables for items that can be hung to dry (damp files, pamphlets).

Major incidents

· In the event of a major incident, it may be advisable to assess items for the best treatment options at the site of salvage, to reduce space taken and manual handling and for the majority of items to be frozen. Ideally all material wetted should be stabilised or drying within 48 hours of becoming wet. Bear in mind that if the quantity is large, then the most prudent course of action may be to stabilise the vast majority of damaged material even if individually the items could be air-dried, because simply due to the quantity it will take several days or weeks to process all material.

Salvage after fires

· In the aftermath of a fire, prioritise wet items initially. When all wet items have been salvaged, attention can turn to smoke and fire damage. Ensure that all fragments are gathered and bagged or crated with the object. Get advice from a conservator over treatment options. Smoke residues can be removed through careful cleaning, but advice should be obtained before this commences. Smoke residues are acidic and should not be left untreated for a long time.

Salvage

· Items should not be sorted / triaged at this stage, but at the sorting area.

· Salvage should only start when all members have been briefed and the triage area is set up.

· Protect unaffected material with polythene sheeting if this has not already been done.

· Establish a documentation system so moved items can be tracked.

· Clear floor areas first to prevent further damage and to ensure safety of team members (likely to be most badly affected material).

· Clear high priority items first.

· Thereafter remove damaged items systematically, ensuring that a record is kept as far as possible of where material comes from.

· Use minimal force to remove tightly wedged material. Two people may be needed. Try to push from behind rather than pull or lift from the lowest load-bearing member.

· All material should be left as it is found – open, closed, dirty.

· Try to isolate in bags items which are obviously leaching or disintegrating.

· Move items into crates where possible to reduce risk of damage through direct handling, even if boxed, or f items are in cabinet drawers, remove the entire drawer rather than the individual items where possible.

· Transfer to sorting / triage area.

Equipment

PPE as required, Crates. Trolleys, Documentation kit, Toolkit, polythene bags.

Sorting / Triage

· Any material which is in boxes, drawers or an enclosure should be checked immediately – it may be that the contents are not wet. If so, remove these into a new box or temporary crate, together with the original box label. This will prevent these items from needing further treatment.

· Team members will be required to place items into different categories of damage, where possible by type of collection

· Undamaged material - take to safe area

· Wet material /Saturated which can be frozen – pass to packing team.

· Wet material / Saturated which cannot be frozen – pass to treatment team

· Minor water-damage – pass to treatment team

· Fire Damage only (not wet) – store temporarily

· Mould damaged material – pass to packing team to be bagged.

· For further assessment (items which are dirty, stained, distorted) – pass to treatment

· If there is a large mixture of damaged material, it may be sensible to freeze collections where possible to concentrate on items which require immediate attention and cannot be stabilised.

· Documentation should continue.

Equipment

PPE as required, Documentation kit, Crates, Tables, Damage Lists

Treatment

· This is required for material which has received minor water-damage or saturated items that cannot be frozen.

· The Salvage Manager will designate an area for air-drying.

· Use fans and dehumidifiers to assist drying, but not too near the items and do not apply heat.

· Use hand-held water sprays or sinks with a gentle stream of water, if necessary to remove surface deposits if possible, but do not rub or brush material.

· Cover table tops with sheets of polythene, then blotting paper. The area under the table can be a wind tunnel for fast drying if a fan is put by opening . Area on top of table for slower drying.

· Lay items for drying wet side down on blotter. Change blotter regularly as it becomes sodden.

· Interleave within the item with blotting paper/newsprint to increase absorption if possible but taking care not to alter the shape of the item.

· Erect washing lines to dry single sheet items such as photographs, robust modern textiles etc.

· Do not attempt to separate material that is found stuck together – pass to a conservator.

· If minor water-damage remains untreated after 24 hours and throughput indicates it will be more than 24 hours before it is treated, pass back to packing / freezing team as it may go mouldy before it is dry.

· Return empty crates to salvage team

Equipment

Air drying kit, PPE, Tables, Polythene sheeting, Documentation kit, Dehumidifiers and fans

Stabilisation/ Packing Team

· Items which are saturated and cannot be air-dried should be frozen in crates ,except the items are NOT SHADED in grey in the table in the following page. These items MUST be air-dried.

· Excess moisture that can be drained should be removed (liquid water in archive boxes should be removed through making a small hole in the bottom of the box, not through tilting the box).

· All items to be frozen should be bagged or wrapped in polythene where possible and if time permits. If time constrained, only bag those where dyes are leaching or items are disintegrating.

· Some items which cannot be frozen can be kept wet. Use solid crates for this purpose.

· Specific guidance on packing for freezing is contained per item in below.

Equipment

PPE, Crates, Documentation kit, Trolleys, Polythene bags from air-drying kit

Object specific guidance is in the table on the following pages.

Material

Salvage / movement

If treating onsite

If large quantity.

Archive boxes

Support base of box, slide off shelf. Check whether contents wet beyond base item. If YES treat objects as detailed to right. If NO, overturn contents if possible and rebox (to expose bottommost item and allow to air-dry), transfer original label and monitor for 24 hours. Freeze if still wet after 24 hours.

Remove contents from the box and treat as per format. Keep box contents fastidiously in order.

If you have reboxed already, no need to crate unless new box weakened. If in original box, transfer to a plastic crate and transfer to freezers if objects can be frozen

Books – modern printed

Push from shelf, don’t pull. If spines / boards / title plates detaching, place all in a polythene bag. Isolate with polythene bags any volumes with leaching dyes. Pack flat in crates, larger items at bottom for transfer. Do not open / close unnecessarily – transfer open books as found to assessment area. Do not overpack crates as crates will be too heavy to lift and the weight on the bottommost books will be too severe.

On blotting paper base, place books upright, fanned open to 60o. If wet inside, interleave with blotter or newsprint at the endpapers and within the text block (no more than 4 sheets per inch of text block to avoid distortion). Air-dry in wind-tunnel or on blotter on the floor / tops of tables. Remember to keep moving the book on the base of blotter so water will continue to desorb. Remove any dust-jackets. Keep area cool. WIND TUNNEL SUITABLE.

No need to interleave in text block with blotter. Place any volumes with weak boards / spine / leaching dyes into polythene bags. For all other volumes this is not necessary but an option if time permits (i.e. whole operation can be completed within 72hours of the initial wetting).. Consult with conservator for fine bindings

Books with coated papers and photograph albums

As modern printed above, but pack books upright in crate for transfer and prioritise for treatment. Danger of pages sticking together.

Stand volumes on blotter, but do not use blotter or newsprint to interleave. Carefully separate out each wet page to prevent adhesion. Interleave with silicone paper if necessary to prevent pages touching on each page. NB this is very time-consuming. Consult HDRS / Conservator as to whether attempts should be made to separate pages which have already stuck. NOT WIND TUNNEL SUITABLE.

Freeze as quickly as possible, packing vertically in crates. Ensure that it is made clear to HDRS that these volumes are coated.

Books - Large format bound newspapers

Keep flat and move horizontally, on boards if too large for crates

Dry flat, interleaving 20% of the text block, changing the blotter frequently. If saturated, this is not likely to be successful, so freeze. NOT WIND TUNNEL SUITABLE

Keep flat if possible and shrink-wrap onto boards for security, or stack vertically.

Compact discs DVDs and records

Pack vertically in crates in sleeves. Take care not to scratch surfaces.

Air-dry on blotter, or on lines (tape through CD central hole), separating CD from enclosures, case, but keep material together. If dirty, rinse disc with distilled water but do not rub as this may scratch. WIND TUNNEL SUITABLE.

Enclosures and case can be frozen and dried – CDs cannot. Try to rig up a rack and dry CDs vertically. DO NOT FREEZE AV material.

Framed artwork (glass)

Prioritise for treatment. Remove from fixings. Hold item upright and with one hand in the centre of the bottom frame member and the other between half and two thirds of the way up the side member. Larger items should be lifted by two people, supporting base and side of frame (never handle from the top). Transport vertically, in crates if necessary, never image to image, always image to back, and separated if possible with bubble wrap (bubbles towards back board, not the image). Line base of crate with bubble wrap (bubbles down).

Remove from frames unless artwork is stuck to glass (in which case, dry image side down, backing paper removed and consult a conservator) Do not separate from stretcher. If glass is broken and removable, remove it, but if cracked, try to tape over the breaks as glass may damage image, then lay face down. NOT WIND TUNNEL SUITABLE.

Prints can usually be frozen, but best to deframe unless the quantity in the 1000s where deframing may be very time-consuming. Always consult with a conservator when large quantities of paintings affected.

Framed artwork (no glass)

As glazed artwork above. NB Large items may be better dried in situ rather than be moved too far. Collect loose fragments of paint .

Remove frames but keep on any stretchers. Face up, air-dry on blotter. Avoid sunlight. Do not touch the surface of the painting. Keep horizontal. Collect any flaking paint. NOT WIND TUNNEL SUITABLE.

Air-drying only option – consult with conservator

Microfiche

Remove microfiche by taking drawers from the cabinet, rather than individual sheets.

Remove from sleeves but retain sleeve for the transfer of info. Either lay flat or clip to line with rust-proof clips. Keep fiche wet that you are intending to air-dry but can’t get to within 4 hours. WIND TUNNEL SUITABLE

Freeze in drawers or transfer to shallow crates, vertically, keeping just one layer.

Microfilm reels and film

Check whether contents of box are dry by opening box, wiping outside first with paper towels to prevent ingress when opening. If dry, separate box from film but keep together. If wet, tie carton up and transfer to crates full of water.

Do not attempt to treat onsite. Whilst it is technically feasible, as the tape requires washing, this should be done professionally. WIND TUNNEL SUITABLE.

Contact a microfilm lab or film processor to rewash. Keep wet in the meantime, preferably in crates or bags of water but if not possible, self seal bags with air excluded.

Paper - uncoated paper

Individual sheets should be lifted from surface using melinex to lift (rather than fingers). Paper is very weak and can tear. Prioritise records with water-soluble inks for treatment.

Lay flat on blotter, transferring with melinex if necessary. Turn documents regularly to encourage drying on both sides, unless water-soluble ink which should be kept face up at all times.

If space restricted, create layers: blotter- records – blotter – records – blotter (like a triple decker sandwich). Keep changing blotter. NOT WIND TUNNEL SUITABLE AS CANNOT BENEFIT.

Place into crates. Packed flat. No need to interleave unless in folders with leaching dyes.

Photographs

HIGH PRIORITY – ambrotypes, daguerreotypes, tintypes, silver gelatine glass plate negatives, wet collodion glass plate negatives, cyanotypes

MEDIUM colour prints and film, silver gelatine prints and negatives, MEDIUM – LOW priority albumen prints and salted paper prints. Transfer in existing enclosures and boxes, do not touch emulsion

Remove from enclosures (usually best to cut away sleeve). Don’t touch or blot surfaces. Air-dry in dust-free environment image side up or hang, clipping non-image areas. If you are aiming to air-dry, keep wet prior to treatment in crates of water to prevent adhesions (not glass plate negatives).

If dirty, place in shallow tray full of distilled water and agitate for 15 minutes black and white / 10 minutes colour, then remove and air-dry. If advised by a conservator, attempt to separate adhered photos under water. For negatives only, if particulates are on the surface, you can gently brush the surface under water. WIND TUNNEL SUITABLE

Freeze if quantity is large for specialist drying, but NOT glass plate negatives which must be air-dried.

Vellum and parchment documents, manuscript

Transfer to drying area in existing enclosures and bring to the immediate attention of the Conservator. Support any pendant seals.

Area should be kept as cool as possible and drying should be controlled so that item retains its shape. On blotter, lay flat, face up. Edges should be weighted, & tension checked every 15 minutes by a Conservator. Item can be covered with blotter /release / bondina if there is no risk of ink-migration. Once the item is almost dry, weights can be removed, items placed between blotters and weighted overall to complete drying. It is not advisable to create ‘stacks’ of parchment for drying (unlike modern papers). NOT WIND TUNNEL SUITABLE.

Freeze if necessary (although not illuminated manuscript as the gilding may lift). Freeze-vacuum drying is possible but batch thawing and air-drying will be the preferable method (although the restoration time is likely to be longer).

Video and audio cassettes

Check if casings have kept tape clean and dry. If dry tape but wet box, separate but keep together and air-dry enclosure. If wet, keep vertical without separating & transfer.

Rinse tapes in distilled water still wound, then air-dry by supporting reels vertically or laying on sheets of clean blotter, taking care to keep material together. NOT WIND TUNNEL SUITABLE.

Transfer to Harwell without freezing but with immediate authorisation for treatment. Bag if possible.

Sculpture and plasterwork

Move only smaller pieces (sackbarrow lined with plywood, using webbing). Put large pieces on plinths if water remains on floor.

High risk of corrosion of fixings. Pat dry with towels. If very wet, cover with layer of cotton wool to desorb moisture, replacing cotton wool frequently. Air-dry keeping area cool. Collect all damaged pieces. Watch out for powdery deposits. NOT WIND TUNNEL SUITABLE.

Note any pre-existing rust stains as this may help conservator. Air-drying only real option.

Textiles

Keep item fully supported – carry on taut polythene. Very large items may be better dried insitu. Be careful to separate out any items which are bleeding dye. Do not stack.

Spread on polythene with towels or blotter on top. Gently press and pat dry with towels continuously. Replace saturated and damp blotter and towels on base. (items with pile should have nothing placed on top of them, and should be placed pile side up) . Reshape whilst damp. Don’t unfold delicate wet fabrics without a conservator. Air-dry with fans. Only hang if advised to by a conservator – keep items flat. WIND TUNNEL SUITABLE IF NOT FRAGILE.

Freeze, keeping in original boxes. Drain away as much moisture as possible and isolate any items which are bleeding dyes. If not already separated, try to separate with release paper or polythene.

Wooden items

Furniture – keep drawers in place but remove contents – raise large items on blocks covered in polythene. Some items may be too heavy to remove. Hold veneer in place with weights. Lift from lowest load bearing member, with sufficient people.

Small carved items –air-dry slowly in a controlled area, keeping area cool.

Furniture and complex items. High risk of cracking or splitting due to fast-drying. Consult a furniture restoration specialist.White haze etc can be conserved at a later stage. NOT WIND TUNNEL SUITABLE.

Centralise all materials to an area where the humidity and temperature can be controlled so that drying can be managed.

Ceramics

High risk of breakage. Collect all fragments (jiffy bags very helpful) . Heavier items at the bottom, using bubble-wrap or fast foam.

Pat dry – do not rub. Air-dry using fans. Do not wash low-fired ceramics as they will absorb more moisture and dirty water. Glazed items can be washed, washing away from cracks. HIGH FIRED WIND TUNNEL SUITABLE. LOW FIRED, NOT.

Air-drying only option but prioritise low fired porous ceramics such as terracotta, over glazed ceramics.

Glass

High risk of breakage. Collect all fragments (jiffy bags very helpful). Heavier items at the bottom, using bubble-wrap or fast foam.

Pat dry, do not rub, air-dry using fans. Consult with a conservator over washing if water is dirty. WIND TUNNEL SUITABLE.

Air-drying only option but glass quite robust so can be a lower priority.

Stone

Keep containers flat

Smooth surface – blot dry. If rough / applied finish, do not blot – just allow to air-dry naturally. WIND TUNNEL SUITABLE.

Air-drying only option

Metal

Use gloves when handling.

Blot with lint-free with towels. Air-dry and ensure that condensation doesn’t form. Observe for corrosion signs. WIND TUNNEL SUITABLE.

Air-drying only option

Leather

Provide support and lift from underneath

Pad out to maintain shape, and air-dry with fans. NOT WIND TUNNEL SUITABLE.

Submerge or freeze (v. major incident) but thaw to be dry.

Basketware

Lift from underneath, keeping lids etc on to keepshape. Be aware of risks of physical damage in crates

Pad out to maintain shape and air-dry slowly. NOT WIND TUNNEL SUITABLE.

Air-drying only option.

Bone / Ivory

Handle with care and in case of bone, be aware for human remains and sensitivities. Avoid sudden sharp jolting movements.

Air-dry with fans. NOT WIND TUNNEL SUITABLE.

Air-drying only option.

Taxidermy

Handle with caution – risks of arsenic and other substances.

Keep each item separate and air-dry slowly, but consult specialist. NOT WIND TUNNEL SUITABLE.

Consult specialist

Herbarium specimens

Handle with care and avoid jolting movements. Do not pack cases on top of one another

Open boxes, air-dry with good ventilation. NOT WIND TUNNEL SUITABLE.

Air-drying only option

Pinned insects

Handle with care and avoid jolting movements. Do not pack cases on top of one another

Open boxes, air-dry with good ventilation. NOT WIND TUNNEL SUITABLE.

Air-drying only option

Geological / palaeo specimens

Move in original boxes if possible. Fragile, avoiding sudden jolting movements

Air-dry slowly. Use ties to hold fragile or repaired specimens whilst drying. NOT WIND TUNNEL SUITABLE.

Air-drying only option

APPENDIX G – HEALTH AND SAFETY

General points

It is important that health and safety is the highest priority in a salvage situation. The aftermath of a fire or flood will be potentially hazardous and it is the responsibility of the EMT to ensure that steps are taken to control the risk of anyone being injured in the course of the work.

In the event of a major incident, the Fire Brigade will be available to advise and you will be permitted in the building if it is not structurally sound. If their presence has not been necessary, advice can be obtained from x insert name of local health and safety consultant or the local branch of the Health and Safety Executive on insert contact details for local branch. If there are any concerns about structural stability the Council Building Inspector or a chartered structural engineer should be contacted either directly or via insurance. See contact details in Appendix E.

The Risk Assessment form on the next page should be completed before salvage begins. This will prompt you to look for hazards so that the appropriate precautions can be taken.

Key steps will include:

Ensuring there is no risk from live electricity and water – power should be off until supply can be checked by a qualified person.

Clearance of standing water, and slip and trip hazards from muddy floors, plus clearance of debris such as glass and twisted metal.

Provision of suitable personal protective equipment and clothing. Provision of adequate rest facilities and a first aid point. Provision of drinking water if your own utilities are off /contaminated (1 gallon per person per day)

Constant monitoring for signs of mould growth and the issue of suitable respirators.

Use of equipment to help with manual handling and briefing staff on do’s and don’ts (lift from knees, not back etc)

Provision of adequate lighting. NN generators should not be operated in a confined space.

No use of lift until advised otherwise after appropriate engineer inspection.

Site control and register. Review of procedures daily at least to meet changing needs.

Hazardous substances (arrowheads, taxidermy) awareness. Possible pests in flooded areas (rats).

Briefing of staff before the enter site to advise on areas where they can and cannot go.

Regular breaks for staff to avoid tiredness and accidents

Create a separate appendix of known hazards if applicable (e.g. toxins, items containing asbestos, conservation studios with solvents, janitorial cupboards with paints). Ensure that these are on floor plans for the fire brigade.

Risk Assessment form for Emergency Situation

Area of work and activity

Person responsible for risk assessment

Date of issue

Review date

Reason for this risk assessment (delete)

Salvage after fire / water-damage / explosion / mould outbreak / other

Hazard severity

5 Very high

4 High

3 Moderate

2 Slight

1 Nil

e.g. 4 x 5 = 20

Likelihood of occurrence

5 Very likely

4 Likely

3 Quite possible

2 Possible

1 Unlikely

e.g. 16-25 High

9-15 Medium

1-8 Low

Individuals at risk (e.g. staff, volunteers, contractors)

Injury

Severity

Likelihood

Score

Working conditions

Comments

How it impacts on hazard.

Falling (e.g. person from height)

Lone working

Falling (e.g. debris)

Space (confined)

Slipping

Height

Tripping

Visibility

Cutting

Adverse weather conditions

Manual Handling

Heat / cold

Burning / scalding

Structural integrity

Hazardous objects (taxidermy)

Utilities / lift affected

Electrocution

Stress / trauma

Biohazard (sewage / mould)

Other

Fumes / airborne contaminants

Other

Trapping/crushing

Hazard severity x likelihood of occurrence=

Risk Factor (use highest individual score)

______ x ________ = _________

Hazard severity Likelihood of occurrence (risk factor)

Contaminated water

Other

Other

Other

Description of hazards

Control measures currently in place

Persons at exceptional risk (e.g. asthmatic persons, pregnant staff) and specific recommendations

Control measures required

Date completed

Further surveillance required

Reduced risk factor after corrective action

Signed___________________________Date____________________________ Contact tel_____________

APPENDIX H – PREPARED PRESS STATEMENT AND KEY CONTACT INFORMATION

Prepared Press Statement [only to be issued with the authorisation of the Service Continuity Manager or Emergency Response Co-ordinator or x. Press statements to be made solely by the SCM or the ERC. All press queries to be directed to them.

“A fire / serious flood occurred in the Store of *******, last night/early this morning. Fire Brigade personnel were at the scene quickly and have worked hard to extinguish the fire and limit the damage to our collections and building.

Our emergency control plans are now activated and we are now working hard to salvage our holdings. The building will be closed for the rest of the week/ next few days and further information will be circulated tomorrow/later today.”

List of local media and contact details

Local newspapers

Local radio

Local television news

Other

APPENDIX I – DAMAGE RECORD FORM

Each crate should be given a number and this form completed for each crate detailing its contents. Upon completion, this form should be given to the Emergency Response Co-ordinator. In the event of a major emergency, the form can be used as a summary sheet, detailing just the crate number under ‘Item Ref No’ and a broad summary of contents. Only do this if permitted by the Salvage Manager

Crate number ________

Original location __________________

Item Ref No

Object description

Type of damage

Treatment needed

Moved to (location)

APPENDIX J – INCIDENT LOG

Date

Time

Person responsible

Notes

APPENDIX K – ACCOMMODATION FOR RECOVERY OPERATION

Use this section to record some ideas on potential locations for aspects of the recovery process. Clearly in a small scale incident it will not be necessary to utilize all these spaces and to some extent the location of the damage will dictate where you go. Nevertheless, for a major incident it is important to think of large areas where you might be able to sort through material which are secure and easily accessed.

You are prompted to give two areas – A should be in your building or immediately adjacent (so for a small incident) and B should be an area outside your building that you could use after a fire potentially. It may be that some of these areas merge into one (so your Rest Area is in the same area as your First Aid Point. For your assembly points, choose an alternative location that is perhaps a hotel in the local area so that it will be safe and dry for you to assemble in the middle of the night.

It is also useful here to give the contact details for people within your council/ wider organization who may be able to source spare space on the day if they cannot commit to this in advance – perhaps your facilities department or emergency planner. Leisure Centres would be one potential example of this.

Assembly Area

Where people will gather when called in.

A

B

Control Point

Private, with phones and IT

A

B

Rest Area

Preferably with kettle and kitchenette

A

B

First Aid Point

A

B

Sorting Area / Treatment

Large area in central location

A

B

Storage for unaffected material

Secure area

A

B

Freezer space

A

B

Contractor parking

A

B

Appendix L – Instructions for turning off mains utility supplies

Please insert relevant instructions here for your building. Diagrams would be helpful with superimposed arrows to show the way to turn valves etc.

It is also helpful to give clear instructions at the stop valves and to put notes up if there are potential knock on impacts – e.g. cutting off power to other parts of the building or site which are not connected to your service (i.e. notify them before you do it), are there people in the lift?

Water (stop cock)

Electricity

Gas

Alarm reset instructions

Example

Panel showing circuit numbers

To isolate a particular circuit, refer to the index inside the door and turn off the circuit as necessary. NB there are separate circuits for lights and for sockets in areas. Warn anyone who may be affected. If you are not sure and the problem is urgent, turn off all circuits using the master lever, here shown at the bottom.

Appendix M – Insurance details

Use this appendix to record information about your insurance policy. It is a useful exercise to ensure you are aware of the extent of cover, exclusions and limits before any incident.

Ensure that you have cover in place for basic restoration of your collections at least (drying and sanitization). HDRS can assist you in calculating the cost of restoration if you contact us at info@hdrs.co.uk.

If when experiencing damage to the collection you could only contact your insurers via an insurance section / financial manager, record also here the contact details for the key personnel and a means of contacting them outside of core working hours.

Type of cover

Policy number

Insurer

Emergency contact details

Details/exclusions/excess

Buildings insurance

Contents insurance

High net worth insurance

Loans insurance

Insurance details for deposited collections

Procedure for contacting insurers:

Appendix N – Contacts Directory

People who ought to be notified / could potentially provide assistance in the event of a major incident

Name

Phone number (clarify if it’s 24/7 number)

Email address

Head of Service

Line Manager / Head of Section

Facilities helpdesk – 24 hours

Insurance Manager

Buildings Manager

Press Officer

Council Emergency Planning Officer

Depositor A

(list those whom you’d like to tell in person that there has been a problem, rather than them find out about it on the news)

Depositor B

Trustees

Neighbouring buildings

Neighbouring buildings

‘Buddy’ archives / conservators (local counterpart institutions who may be able to lend staff or equipment to held you)

National Preservation Office

English Heritage (and / or other key contacts if you have a listed building)

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APPENDIX O – BUSINESS CONTINUITY TARGETS

Use this section to determine objectives for the restoration of service against certain timeframes after the notification of any incident.

This will provide a framework for the SCM to prioritise activities. Obviously change the periods as you deem fit.

Identify priority activities. These could include

· Offering access to short loan stock

· Reading room and quiet study facilities

· Access to electronic journals

· Loan service (could you revert to a paper-based system)

· Access to certain types of material (e.g. registers, catalogues)

Depending on what type of incident has happened and whether any of your collections are undamaged, you may be run a limited service either in an alternative room within your own building or even an alternative building (perhaps the local library or another site library on campus or even a portakabin). Insurers may be able to assist with this). You may need to arrange for users to be transported to these alternative sites via a minibus.

Think laterally. This will be entirely contingent on what has happened, the time of year etc but would benefit from being brainstormed in advance.

What would you do with your users if no collections survive? There may be high level agreements in place, particularly for academic libraries, for users to access other libraries. Ensure that the details for this are documented in this section.

Remember also that for a lending library a proportion of your stock will be out on loan and you need to advise users what to do with this material.

Period after notification

Objectives

Support / logistics required

1 hour

4 hours

8 hours

24 hours

48 hours

4 days

7 days

2 weeks

1 month

3 months

Salvage Manager

Building Recovery Manager

(Frist

Service Continuity Manager

Emergency Response team members

Emergency Response Co-ordinator

Governing body (council/company)

Liaise with emergency services if present and locate plan and kit

If access is possible

Conduct site tour to assess scale of damage. Photograph scene.

Set up a control point

Conduct risk assessment and make building accessible (pump out water, provide light etc)

If access is not possible

BRM contacts Facilities.. Pumps out water

SM contacts key salvage suppliers; preps equipment

SCM deals with press

ERC contacts Insurers; Line Managers; liaises with

Emergency Services. Notify interested parties

Notify institutional authorities (each manager)

BRM protects undamaged collections. Thorough building check to locate all scenes of damage

ERC and SM conduct tour, record damage, photograph. Decide salvage strategy

SCM deals with press and activates service continuity plan

Each manager uses checklist to determine actions

Form groups and allocate roles. Distribute PPE and equipment

EMT arrives and gets report from first responder

Activate service continuity protocols

Individual circuit

Master switch

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Template Emergency Plan Version 3.0, November 2010